Portland Community College | Portland, Oregon

Department Director III

• Title: Department Director III
• Category: Management
• FLSA: Exempt
• Grade: O

Job Summary

Under the direction of the Vice President or District President oversees a complex, multi-faceted department, such as Human Resources, Enrollment Services, Library Services, Facilities Management Services, Public Safety, and/or other applicable area. Incumbents have overall accountability for providing leadership in long-range planning, program development, problem solving, and staff development in an assigned administrative department Responds to inquiries from College departments, the community, and/or external agencies and supervises administrative services professionals, paraprofessionals, and technical/support and classified staff.

Distinguishing Characteristics

The Department Director III is the third level in a three level Department Director series. The Department Director III is distinguished from other Department Directors by its broad depth and scope of responsibility and governance by dynamic guidelines and standards requiring advanced job knowledge. The impact of work and decisions are controversial and have a long-term impact on the District.

Typical Duties and Responsibilities

1. Supervises administrative services professionals, paraprofessionals, technical/support and classified staff and performs both direct and indirect supervision through subordinates. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
2. Provides oversight and directs the implementation of internal operations for an assigned department which has broad depth and scope, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, standards, and/or service offerings; ensures compliance with Federal, State, and local laws, regulations, codes, and/or standards; coordinates activities between multiple service areas; works to integrate and coordinate service areas.
3. Provides primary leadership in guiding, planning, implementing, evaluating, and modifying programs, processes, and operations related to department; interprets and applies federal and state mandated guidelines. Plans, implements, administers, and evaluates related programs, projects, and services impacting the college.
4. Ensures departmental adherence and compatibility with organizational goals, objectives, and strategic initiatives, as well as all local, state, and federal laws and regulations.
5. Directs and reviews a variety of reports, reconciliations, work papers, promotional efforts, communications, schedules, tables, and/or statements to and from internal departments, financial institutions, governmental entities, and external agencies.
6. Develops and administers business unit budgets; approves expenditures; reviews financial statements; manages financial operations.
7. Responds to requests for information and provides subject-matter-expert guidance to other departments, consumers, the general public, and/or outside agencies.
8. Develops, recommends, and administers policies, procedures, and processes in support of departmental operations; implements and monitors compliance with approved policies, procedures, and processes.
9. Collects and analyzes a variety of complex data and information. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.
10. Participates in/on a variety of meetings, committees, task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate. Serves as a liaison to external agencies.
11. Serves as a liaison with other departments and students within the College in order to provide information on available resources, programs, and/or services.
12. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Position-Specific Duties and Responsibilities

Facilities Management Services

Positions assigned to Facilities Management Services may also be responsible for:

• Directing, planning, and managing the maintenance and on-going upkeep of all College physical facilities and grounds, including leased or rented sites, college energy and utility systems, and other related items.
• Directing capital construction planning activities.

Public Safety – Chief

Positions assigned to Public Safety may also be responsible for:

• Overseeing responses to incidents on campus. Determining appropriate security responses to incidents. Overseeing and conducting investigations and reviews and approves written reports.
• Developing, scheduling, and conducting safety training and education programs
• Developing and leading large-scale drills, tabletops, and exercises at the College
• Contacting and liaising with police, fire, emergency medical services and other law enforcement authorities regarding activities and crime on campus, as appropriate.
• Providing input on security standards for new construction and existing retrofit projects.
• Overseeing physical security that includes building lock systems, key control, alarm and security video systems
• Providing ongoing training and professional development opportunities to staff on EDI topics, ensuring a culturally competent approach in all public safety interactions;
• Engaging with the College community to gather feedback, assess needs, and address concerns related to public safety, while incorporating EDI considerations into responsive actions;
• Promoting fairness, respect, and social justice within our public safety initiatives;

Minimum Qualifications

Minimum qualifications may vary with professional field and legal/licensure requirements:

Facilities Management Services, Auxiliary Services positions require a Bachelor’s degree in Business Administration or related field. Relevant experience may substitute for the Bachelor’s degree requirement on a year-for-year basis. Ten years of progressively responsible, professional experience related to area of assignment, including four years in a senior administrative capacity is required.

Public Safety Positions require a Bachelor’s degree in Criminal Justice, Law Enforcement, Business Administration or related area.  Ten years of progressively responsible, professional experience related to public safety, including five years in a management or leadership capacity.  Relevant experience may substitute for the degree requirements on a year-for-year basis.  Must possess a valid state driver’s license at time of appointment and during employment.  Must successfully complete DPSST Supervisory Manager certification within six months of appointment or upon hire and maintain this certification in good standing during employment.  Must complete Incident Command Training IS-100, 200, 300, and 700 (or equivalent Incident Command Training) after hire.

Public Safety Preferred Qualifications:

Master’s degree in related field.  Prior experience as a campus safety officer working in a college, school or university in a management or leadership capacity.  Experience in providing safety and security training and resources in a college, school or university environment.  Proficiency with technology, especially data management systems, emergency notification systems, and mass communications.

Knowledge and Skills

Knowledge of:

• Leadership and managerial principles;
• Budgeting principles and practices;
• Advanced theories and principles related to area of assignment;
• Strategy development principles and procedures;
• Applicable local, state and federal laws, codes, rules, and regulations;
• Public administration principles and practices;
• Policy and procedure development and administration principles and practices;
• Conflict mediation principles and practices;
• Public relations principles;
• Strategic management principles and practices;
• Program management and development principles;
• Higher education principles and practices.
• Budgeting principles and practices

Skills in:

• Directing and providing leadership to subordinate staff;
• Providing strategic leadership;
• Planning, implementing, improving, and evaluating programs, policies, and procedures;
• Developing, administering, and managing budgets;
• Speaking in public;
• Managing multiple priorities simultaneously;
• Analyzing and developing policies and procedures;
• Managing change and sensitive or confidential topics;
• Planning, analyzing, and evaluating programs and services, operational needs, and fiscal constraints;
• Evaluating research to identify potential solutions, resolve problems, or provide information;
• Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
• Utilizing computer technology for communication, data gathering and reporting activities;
• Communicating effectively through oral and written mediums;
• Maintaining confidentiality, data integrity, and complying with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).

Work Environment and Physical Requirements

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.  Position may have some responsibility for driving.

Reviewed: 12/2018

• Revised: 7/2016; 12/2014; 4/2007; 8/2023
• Replaces: Library Services Director; Physical Plant Director, Public Safety Director.